Missed Call → Intake → Follow-Up
A sober living home receives a call from a potential resident or their family, but no staff is available to answer. Without a system, this call becomes a lost opportunity.
Visual flow
Exact steps
Call goes to voicemail
When no staff answers, the call routes to voicemail.
Auto-text sent immediately
Automatic text message sent to caller: "Thanks for calling [Home Name]. We missed your call and will call back shortly. If urgent, reply here."
Voicemail transcribed and logged
Voicemail is transcribed and added to a shared inbox for all intake staff to see.
Callback task created automatically
A task is created in the pipeline with caller info and voicemail content.
Staff calls back within 2 hours
Intake staff sees the task and calls back. Notes added to the contact record.
If no answer, follow-up text sent
If callback fails, an automatic follow-up text is sent after 4 hours with a scheduling link.
Screening completed and intake booked
Once reached, standard screening questions asked and intake appointment scheduled.
Automation logic
Expected outcomes
No missed calls go untracked
Average callback time under 2 hours
Higher contact rate from automatic texts
Clear visibility into intake pipeline
Fewer lost opportunities from forgotten callbacks
Get this workflow installed
We'll wire this up so it actually runs — not just a diagram, a working system.
Most system mappings completed in 3-5 days